✦Currently in private beta.
Finance

Invoice Settings

Intermediate7 min read

Configure the defaults that pre-fill every new invoice -- payment terms, due dates, tax behavior, bank/payment details, and the PDF template and language.

Key concepts

  • Invoice Settings: A single set of tenant-wide defaults that QONE applies whenever you create a new invoice. Editing them never changes existing invoices -- it only affects documents you create afterward.
  • Default Payment Terms: The terms label (e.g. "Net 30") pre-selected on every new invoice. Options range from Due Upon Receipt through Net 7 / 15 / 30 / 45 / 60 / 90.
  • Due-Date Offset: A number of days added to today's date to pre-fill the Due Date on a new invoice. With an offset of 30, a new invoice dated today is due 30 days out.
  • Estimate Validity Days: The default "valid until" window for new estimates (lives in the same settings record, since estimates share the invoicing pipeline).
  • Default Tax Rate: A tax rate (from Settings > Tax) that is automatically applied to each new line item you add on an invoice. Leave it unset for no automatic tax.
  • Tax Inclusive (default): When on, new invoices start with line prices treated as tax-inclusive (common for EU/UK B2C retail). When off (the default), prices are tax-exclusive (typical for VN/US B2B).
  • Auto-Suggest Tax: When on, QONE suggests the right tax treatment (e.g. reverse charge or zero-rated) on a new invoice when the buyer's country differs from yours.
  • Default Payment / Bank Details: Bank name, account holder, account number, IBAN, BIC, routing number, and a payment link -- printed on the invoice for bank transfer and auto-filled on every new invoice (overridable per invoice).
  • Default PDF Template & Language: The template style and language pre-selected when an invoice PDF is generated, plus the lists of templates and languages enabled for selection.
How to

Step-by-step

Setting the Default Tax Rate

  1. Navigate to Settings > Tax Rates.

  2. Create the tax rates you need (name, percentage, description).

  3. In the Default Tax Rate banner at the top, click Change and pick a rate (or No tax rate).

  4. The choice is saved immediately.

    When you add a line item to a new invoice, QONE applies this default rate to that line automatically. You can still change or remove the rate on any individual line, and you can mark a line Tax Exempt.

Where to Find It

Invoice Settings is split across three pages under Settings, all gated by the Settings feature and the view-settings permission:

  • Settings > Invoicing -- payment terms, due-date offset, estimate validity, tax behavior, payment/bank defaults, and invoice numbering. Also hosts invoice reminder rules.
  • Settings > Tax Rates -- manage tax rates and pick the Default Tax Rate.
  • Settings > PDF Templates -- default PDF template and language, and which options are enabled.

All three write to the same underlying record, so the defaults stay consistent no matter which page you edit.

[Screenshot: the Settings > Invoicing page showing the Config tab with payment policies and tax behavior]

Setting Default Payment Terms and Due Dates

  1. Navigate to Settings > Invoicing.
  2. On the Config tab, find the Payment Policies section.
  3. Set Default Payment Terms from the dropdown (Due Upon Receipt, Net 7, Net 15, Net 30, Net 45, Net 60, Net 90).
  4. Set the Due-Date Offset (number of days). This is the number of days added to the invoice date to calculate the default due date on a new invoice.
  5. Optionally set Estimate Validity Days -- the default validity window for new estimates.
  6. Click Save in the section's save bar.

When you next create an invoice, the Payment Terms field is pre-selected to your default and the Due Date is pre-filled to today plus your offset.

Setting Default Bank / Payment Details

These details are printed on the invoice so clients know how to pay by bank transfer, and they auto-fill on every new invoice.

  1. Navigate to Settings > Invoicing.
  2. Scroll to the Payment Details section.
  3. Fill in any of the following (all optional):
    • Bank Name
    • Account Holder Name
    • Account Number
    • IBAN (e.g. DE89370400440532013000)
    • BIC / SWIFT (e.g. COBADEFFXXX)
    • Routing Number (US ABA, e.g. 021000021)
    • Payment Link (an online payment URL, e.g. a Stripe checkout link)
  4. Click Save.

On a new invoice these values pre-fill the payment-details fields, and the payment-details panel is shown automatically if a default bank name or IBAN is set. You can override any of them per invoice without changing the saved defaults.

Choosing the Default PDF Template and Language

  1. Navigate to Settings > PDF Templates.
  2. Under Templates, click a template card to enable or disable it. The available styles are QONE, Basic, Modern, Minimalist, Professional, and Elegant. Use Set Default on an enabled card to make it the default.
  3. Under Languages, click a language chip to enable it, and double-click it to make it the default. Supported PDF languages include English, Tiếng Việt, Español, Português, Français, 日本語, 한국어, ไทย, Indonesia, Deutsch, and 简体中文.
  4. Click Save Changes.

The default template and language are pre-selected whenever you export or print an invoice PDF. The default is always kept in the enabled list -- you cannot disable a template or language that is currently set as the default.

[Screenshot: the Settings > PDF Templates page showing template cards and language chips with a default selected]

How Defaults Pre-Fill a New Invoice

When you open Finance > Invoices > New Invoice, QONE loads your Invoice Settings and applies them:

  • Payment Terms is pre-selected to Default Payment Terms (falling back to "Net 30" if unset).
  • Due Date is pre-filled to today plus the Due-Date Offset.
  • Tax Inclusive mode starts from Default Tax Inclusive.
  • Auto-Suggest Tax drives the tax suggestions when the buyer's country differs from yours (it can be ignored if you set tax manually).
  • Each line item you add inherits the Default Tax Rate (when one is set); you can override or exempt it per line.
  • Bank / payment details (bank name, account holder, account number, IBAN, BIC, routing number, payment link) pre-fill from your saved defaults, and the payment-details panel opens automatically when a default bank name or IBAN exists.
  • When you export the invoice, the PDF template and PDF language default to your saved choices.

Because these are only starting values, you can change anything on the invoice itself; overrides apply to that invoice only and never alter your saved defaults.

Tips & best practices

  • Set up Invoice Settings before you start invoicing so every new invoice starts with the right terms, due dates, and bank details -- it saves re-typing on every document.
  • Match Default Tax Inclusive to your market: leave it off for VN/US B2B (tax added on top), turn it on for EU/UK B2C retail (prices already include tax).
  • Create your tax rates in Settings > Tax Rates first, then choose a Default Tax Rate so new line items are taxed automatically.
  • Keep your Default Payment Terms label and Due-Date Offset in sync (e.g. "Net 30" with an offset of 30) so the printed terms and the calculated due date agree.
  • Fill in IBAN/BIC for European clients and a Routing Number for US clients -- the invoice prints whichever fields are present.
  • Pick a Default PDF Language that matches most of your clients; you can still switch the language per export for individual invoices.
  • Editing Invoice Settings does not touch existing invoices -- regenerate or duplicate an invoice if you want it to pick up new defaults.

Was this article helpful?

Your feedback helps us improve these guides.